| Item | Date | Submission Method |
| General Requirements | ||
| Company Profile and Logo | ASAP | Update in the Exhibitor Portal or email to sponex@ausrail.com |
| Public Liability Insurance | 9 October 2026 | Update in the Exhibition Portal or email to sponex@ausrail.com |
| Registration Requirements | ||
| Sponsor and Exhibitor Registrations (Group Registration Allocation) | 23 October 2026 | Uploaded via the Group Registration Portal (a unique link will be sent to you) Failure to upload registration before this date will cause delays with accessing the lead-tracking app. |
| Exhibition Requirements | ||
| Custom Stand Design | 9 October 2026 | Upload via the Exhibitor Portal or email to sponex@ausrail.com |
| Signage Orders (e.g. Custom back wall design) | 16 October 2026 | Upload via ExpoNet’s OEK Portal |
| Fascia Sign Orders | 16 October 2026 | Upload via ExpoNet’s OEK Portal |
| Stand Upgrade packages | 30 October 2026 | Upload via ExpoNet’s OEK Portal |
| Booth Power and Lighting, AV and Flooring Orders | 30 October 2026 | Upload via ExpoNet’s OEK Portal |
| Furniture Orders | 30 October 2026 | Upload via ExpoNet’s OEK Portal |
| Freight Forwarding and Logistics Requirements | ||
| GEL Events Freight, Forklift and Storage Orders | 6 November 2026 | Via GEL Event’s Quote Request Form |
| Heavy Equipment and Vehicle Display Information Form (If required) | 23 October 2026 | Email to sponex@ausrail.com |
| Excess Weight Display (> 1000kg) Permit Form (If required) | 23 October 2026 | Email to exhibitorservices@bcec.com.au |
| Delivery to BCEC | Must not be delivered before Saturday 21 November 2026 | |
| Collection of items from BCEC | Must be collected by Thursday 26 November 2026. Deliveries will not be collected before the exhibition close at 16:00 on Wednesday 25 November. | |
| Venue Requirements | ||
| Venue Safety Induction | 6 November 2026 | Via the online form here: BCEC Safety Information |
| Food & Beverage Order | 13 November 2026 | Via the BCEC Exhibitor Services Portal |
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